Chapter 25 — Notifications, email and documents

Screens: /notifications/, /settings/email-settings/, /users/email-logs/

25.1 The notification centre

Screen: /notifications/

The bell in the header shows unread notifications; the notification centre is the full history.

What raises a notification

Anything that needs a specific person to act:

Using it

/notifications/                          the centre
/api/notification/mark-read/             mark one read
/api/notification/mark-all-read/         mark all read
/api/notification/delete/                delete one
/api/notification/statistics/            counts

1. Select the bell to see recent items.
2. Selecting one opens the record and marks it read.
3. Mark all read clears the badge.
4. Filter and search the full history at /notifications/.

Notifications are a work queue, not an archive. If the badge is permanently in the hundreds, nobody is reading it. Clear it daily, or reduce what raises one.

25.2 Email settings

Screen: /settings/email-settings/

Your workspace can send email either through the platform's own mail server or through your own.

Using the platform's mail server

The default. Nothing to configure. Mail is sent from the platform's address.

Using your own mail server

Fill in your SMTP details:

Your from-address is only used when your own SMTP is configured. With the platform fallback in use, mail goes out from the platform address regardless of what you type here. This is not a bug — a mail server will not send convincingly as a domain it is not authorised for.

Test it at /settings/email-settings-test/ before relying on it. A silent mail failure is discovered by a customer, not by you.

25.3 Email templates

Modules that send email carry their own templates:

For accounting, select Seed defaults once to create the three standard templates, then edit their subject and body. The editor lists the variables each template can use.

25.4 Email logs

/users/email-logs/                          all sends
/users/email-logs/<id>/                     one message
/users/email-logs/statistics/               statistics
/accounting/config/email-logs/              accounting sends

Every attempt is logged — queued, sent or failed — with the recipient, subject, time, and the error where one occurred.

When somebody says they never received an email, this is the screen that answers it. There are only three answers, and the log distinguishes them:

Never sent      → the trigger did not fire; check the record
Failed          → the error is on the log entry; usually SMTP or a bad address
Sent            → it left this system; the problem is at their end
                   (spam folder, their mail server, the wrong address on file)

25.5 Document numbering

Most documents are numbered automatically from a sequence on their journal, operation type or number range. Where numbering is configurable it is set alongside the record that owns it:

Fix numbering before going live. Changing a prefix mid-year leaves a document series that reads as though something is missing, and explaining that to an auditor is harder than getting it right at the start.

Resequencing

/accounting/resequence/ renumbers posted entries in a journal over a date range — for correcting a gap or a wrong starting number. It previews the change before applying it. Use it as a correction tool, not a routine one.

25.6 Troubleshooting